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HomeMy WebLinkAboutMemo - Recommendation of EvaluationCITY OF MIA NIL, FLORIDA INTER -OFFICE MEMORANDUM TO: Tony E. Crapp, Jr. DATE: June 15, 2011 City Manager Jz� FROM Jose R. Gonzalez, P.E. Chairman, Evaluation Committee SUBJECT: Recommendation of Evaluation Committee for Request for Proposal (RFP) No. 256244 - Trolley Services for the City of Miami As Chairperson of the Evaluation Committee ("Committee") for the above services for the City of Miami, it is my responsibility to offer the findings and recommendation of the Committee. The City issued RFP 256244 on February 11, 2011 for the provision of Trolley Services for the Health/Stadium District and BiscayneBrickell Routes and Future Additional Routes. Four (4) proposals were received from propective bidders in response to the City's solicitation. All four proposals were deemed responsive and responsible. The Committee, appointed by the City Manager to evaluate and rank the proposals, was comprised of the following individuals representing stakeholder agencies/departments: 1. Sandra Washington, Chief of Bus Operations, Miami -Dade Transit (Substitute for Derrick Gordon, Assistant Director of Operations) 2. Jorge De la Nuez, Trolley Systems Manager, City of Hialeah 3. Carl Filer, P.E., Public Transportation Manager, Florida Department of Transportation, District 6 4. Javier Betancourt, Deputy Director, Miami Downtown Development Authority 5. Betty C. Fleming, Director of Campus Planning and Development, University of Miami 6. Jose S. Camero, R.A., LEED AP, Director, General Services Administration, City of Miami 7. Jose R. Gonzalez, P.E.; Assistant Transportation Coordinator, City of Miami The Committee met on two separate occasions to accomplish its duties — on April 29, 2011 to evaluate the four (4) technical proposals, and again on June 2, 2011, upon the Committee's request, to conduct oral presentations with all four (4) Proposers. Following discussion, evaluation and deliberation, the Committee recommends the following four (4) Proposers, in rank order: 1. Limousines of South Florida d/b/a LSF Shuttle 2. American Coach Lines of Miami, Inc. d/b/a Coach America 3. First Transit 4. Safeguard America, Inc. d/b/a Americas Transportation Based on the RFP requirements and criteria set forth in the RFP, the Evaluation Committee has deemed the firm `Limousines of South Florida, Inc. d/b/a LSF Shuttle' the most qualified and experienced to provide Trolley Services for the City of Miami based on the proposal submitted and subsequent oral presentation. The Committee awarded LSF a cumulative total of 545 points out of a possible 600 points. The Committee recommends that the City Manager seek authorization from the City Commission to negotiate and execute a Professional Services Agreement with the Successful Proposer. The Committee further recommends that should negotiations fail with the top -ranked. firm, LSF Shuttle, the City subsequently negotiate with the second highest -ranked firm, American Coach. Should negotiations with American Coach fail, the Committee recommends that the City negotiate with the third highest -ranked firm, First Transit. Should negotiations with First Transit fail, the Committee recommends that the City negotiate with the fourth ranked firm, Americas Transportation. Should negotiations fail with the fourth ranked firm, the Committee recommends that the Purchasing Department issue a new Request for Proposal for the services. Your signature below represents your approval of the Committee's findings and recommendation. Approved by: tt)t\ " t Cat Tom, D. Crapp, Jr. Z-bq s 3►a ( ,,\Pst7- (I City Manager Date: (a — )' ( ( Top -Ranked Proposer - Limousines of South Florida d/b/a LSF Shuttle — Cumulative Score: 545/600 Strengths: LSF Shuttle (LSF) demonstrated extensive experience with operations and maintenance of fixed -route municipal circulator service. LSF currently provides fixed route circulator service, including trolley service, for over twenty (20) local governments in South Florida, including the City of Doral Trolley, City of Homestead Trolley, City of Hollywood Trolley, and the Downtown Ft. Lauderdale Trolley. In addition, LSF currently provides rental car shuttle service at Miami International Airport (MIA) transporting rental car passengers from the Miami Intermodal Center (MIC) to MIA. LSF operates and maintains over 200 shuttle buses in the South Florida area. At this time, LSF is the only local maintenance and repair shop authorized to perform warranty repairs for Specialty Vehicles (SV), the trolley vehicle manufacturer for the Miami trolleys, located in Nevada. LSF has only SV trolleys in their current fleet and staff is most familiar with these trolleys. As such, there is a longstanding working relationship between LSF and SV that will be advantageous to the City by way of expedited maintenance and repairs and reduced trolley down -times. Although LSF has a current administration, dispatch, maintenance, and body shop facility located at 2595 NW 38th St, Miami, they anticipate moving to another location in close proximity to the trolley routes and to the Miami -Dade Transit (MDT) fare box "drop-off' location located at 3300 I\TW 32nd Avenue, Miami, bythe time this contractis awarded. The hourly rate offered by LSF is among the most competitive submitted by the Proposers. LSF has experience with operating and maintaining vehicles, particularly trolleys, owned by others, such as the Doral Trolley, the Downtown Ft. Lauderdale Trolley, and the Collier County Paratransit system. They have expressed a commitment to maintain our trolleys as if they were their own. Customer service is paramount for LSF. LSF trains drivers to be ambassadors and offers trolley -specific and route -specific training to their drivers. LSF expressed an interest in partnering with the City and stakeholders to assist with the development of a marketing and training plan that is route -focused. As an example, they partnered with Downtown Ft. Lauderdale and.City of Hollywood to helpmarket new trolley routes in those areas. LSF has a System Safety Program Plan (SSPP) and a Drug and Alcohol Policy approved by the Federal Transit Administration (FTA) and the Department of Transportation (DOT). LSF will provide a replacement vehicle at no cost to the City should a Miami Trolley require towing (at their cost as well). In addition, LSF will provide pre -inspected "ready" vehicles to supplement the existing Miami trolley fleet should additional vehicles be needed to maintain headways on any of the routes. LSF is proposing an experienced local Project Manager responsible for the day-to-day oversight of the Miami Trolley System operation. Weaknesses: A maintenance and repair facility dedicated to the Miami Trolley System has not been identified; however, LSF committed to securing a property, contingent upon contract award, in close proximity to the trolley routes and to the Miami -Dade Transit (MDT) fare box "drop-off" location located at 3300 NW 33rd Street ui Miami. • Second -Ranked Proposer - American Coach Lines of America d/b/a Coach America —Cumulative Points: 518/600 Strengths: Coach America currently owns a fleet of over 186 coaches and minibuses and has over 275 trained employees in South Florida. They utilize a top -rated insurance company and have insurance coverage of over $20 million. Coach America hiring practice is to train all employees to drive buses and to promote from within. Coach America currently provides fixed -route transit service for Miami -Dade Transit (MDT) and Belle Glade Transit. In addition, Coach America provides shuttle service for University of Miami and Florida International University students and faculty and for Walt Disney World theme park employees. Coach America has a System Safety Program Plan (SSPP) approved by many customers including MDT and Walt Disney World. Their Drug and Alcohol policy has been approved by Federal transit Administration (FI A) and MDT. Coach America stressed customer service as a key to the Miami Trolley System's success. Their drivers typically stay on the same route for years to create a strong familiarity with the routes and customer. CoachAmeriea proffered to partner with the City and conducf"walking tours" with stakeholders and drivers to familiarize themselves with the routes and learn where the front doors of the facilities are located and most appropriate stop locations. In addition, Coach America will partner with the City to market the routes and will also reach out to adjacent neighborhoods to hire local residents as drivers and mechanics (as they have recently done in Belle Glade). Weaknesses: Coach America does not own any trolleys or provide any fixed -route trolley service. Coach America did not identify a specific Project Manager or contact person who would be responsible for the day-to-day oversight of the operations of the Miami Trolley System. Coach America's maintenance and repair facility is located at 3595 NW 110th Street, not within the City of Miami and several miles away from the closest Miami Trolley route. As such, the consumption of fuel, down -time associated with maintenance and repairs, and dead -head time that each trolley will experience on a daily basis will be greater than that of any other Proposer. Third -Ranked Proposer —First Transit — Cumulative Points: 508/600 Strengths: First Transit currently provides fixed -route circulator service for the City of Coral Gables Trolley. They have identified the current Greyhound facility in Downtown, located at 51 NW 11`s St, in Miami, as the dedicated maintenance and repair facility for the Miami Trolley System. The facility is secure, in close proximity to the trolley routes, and can accommodate our entire fleet of 28 trolleys. Because First Transit's parent company, First Group, owns Greyhound Bus Lines, First Transit has the resources and capabilities to provide the City with Greyhound buses, if needed, at a higher hourly rate to -be -determined. First Transit is proposing an experienced local Project Manager to oversee the day-to-day operations of.. the Miami Trolley System. First Transit's Drug and Alcohol Policy has been reviewed and approved by the Federal Transit Administration (FTA). First Transit is offering to use a variety of proprietary technological systems for fleet maintenance and cost control at no cost to the city. The system consists of modules, including FirstBase for fleet maintenance and cost control, Street Eagle GPS for tracking and reporting, and DriveCam 3 fuel management software to monitor and improve the efficiency of operating and maintaining a transit system. First Transit expressed an interest in partnering with the City to develop a route -focused marketing and advertising campaign. In addition, at no cost to the City, First Transit would include a GPS tracking system on all Miami Trolleys to provide users with real-time web -based transit information. Weaknesses: First Transit is not sure if they have a System Safety Performance Plan (SSPP) that has been approved by Miami -Dade Transit (MDT) and FDOT. First Transit's proposed operating hourly rate is the highest of all Proposers. Lowest -Ranked Proposer - Safeguard America d/b/a Americas Transportation — Cumulative Points: 397/600 -StTengrhs: Americas Transportation is a local company that is currently providing shuttle service for cruise lines. Their current operations consist of transporting tourists from airports to hotels and cruise ships. In addition, Americas Transportation operates a fixed route shuttle for cruise passengers between Tampa and Port Canaveral. Americas Transportation will create 42 new local jobs if awarded this contract. Americas Transportation drivers are trained and have experience with providing CPR, ADA compliance, proper handling of incidents and unruly passengers, and developing security plans. Americas Transportation will install panic buttons on all Miami trolleys to alert dispatchers of any incident on- board the trolley: In addition, they proposed engaging a "secret rider" technique to ensure customer satisfaction. Americas Transportation's maintenance, repair, and dispatch facility is currently located at 3939 NW 266 Street, in Miami, and in close proximity to the Miami Trolley routes. Americas Transportation's Drug and Alcohol Policy has been reviewed and approved by the FDOT. Americas Transportation proposes the same hourly rate for Special Events service as for regular service and no minimum number of hours. Americas Transportation is proposing a local Project Manager responsible for overseeing the day-to-day operations of the Miami Trolley service. Weaknesses: Americas Transportation does not currently provide any fixed -route trolley service. Americas Transportation does not currently have a site secured for storage of the Miami Trolleys; however, one potential location is a facility located on the same street as their current maintenance facility. Americas Transportation's Drug and Alcohol Policy has not been reviewed and approved by the Federal Transit Administration (FTA) or Miami -Dade Transit (MDT). Americas Transportation does not have a bus -wash water recovery system. September 21, 2011 To: City of Miami Attention: Jose Gonzalez, Office of the City Manager/Transportation From: Limousines of South Florida, Inc. Mark Levitt, President RE: RFP No. 256244 Subject: Term Sheet for Contract Negotiations The following items are the terms to be included in the Agreement between Limousines of South Florida, Inc. and the City of Miami for the Turnkey Trolley Services pursuant to RFP No. 256244. The information listed on this term sheet is to be used for preparing a contract and can be amended and changed by the parties in these negotiations. 1) There will be two rates in this agreement: a. $27.97 per operating hour for services provided by LSF using .trolleys provided by the City of Miami. b. $45.09 per operating hour for services provided by LSF using other vehicles provided by LSF for additional service and special events. 2) The agreement will be for five (5) years with an option to extend for five additional one year periods. a. The hourly rate for the first two years of service utilizing the Trolley's provided bythe City of Miami will be at $27.97 per hour and the rate for .years 3 thru l 0 will be as follows: i. Year 3 - $28.67 ii. Year 4 - $29.39 iii. Years - $30.13 iv. Year 6 - $30.89 v. Year7 -$31.68 vi. Year 8 - $32.39 vii. Year 9 - $33.20 viii. Year 10-$34.03 3) The City of Miami will provide the Trolley vehicles to LSF for the operation of the Trolley Services pursuant to RFP No. 256244. a. It is understood that the Health District route will consist of eight (8) trolleys operating approximately 13.5 hours per day. b. It is understood that the Downtown/Brickell Route will consist of four (4) trolleys operating approximately 15 hours per day c. • 'Hours of operation are subject to change at the City of Miami's discretion.' d. - The City of Miami will provide additional Trolleys for backup vehicles in the event that the vehicles are out of service for maintenance or accidents. 4) LSF shall be responsible for the maintenance and storage of the Trolleys. Maintenance shall be perfoiuied in accordance with the Manufactures suggested maintenance guidelines. 5) LSF shall be responsible for the cleaning of the trolleys. 6) LSF shall provide drivers and supervision for the complete trolley operation at their sole cost and expense. 7) LSF will provide and maintain Insurance Coverage in the amount of $1,000,000.00 Combined Single Limit on all Trolleys. 8) The City of Miami will provide fuel for the Trolley operations and LSF shall be responsible for fueling vehicles at the City of Miami Fleet Services location at 1390 N.-W. 20 Street, Miami, FL. 9) LSF shall provide radio communication in each vehicle and a base station at the dispatch location and GPS tracking in all vehicles. 10) The City of Miami will be allowed to sell and install advertising on the interior and exterior of the vehicles and the total cost for production will be at the cost to the city and all revenues for advertising will be retained by the City. 11) The City of Miami shall provide a fare collection system that will be either a fare box with vaults that can be removed and delivered to the City by LSF. a. It is understood that the supplemental vehicles provided by LSF will not have a fare box installed. 12) It is the intent of all parties that the trolleys will be delivered inDecember, 2011. and January, 2012 and the service will begin in January, 2012. 13) It is anticipated that the City of Miami is going to become a recipient of additional trolleys from Federal Funds and that these trolleys will be delivered at a later date and it is agreed that LSF. will operate these trolleys for the City of Miami at the same terms and conditions. 14) The vendor will abide by City of Miami Ordinance No. 10032 pertaining to "First Source Hiring"